Program Specialist (SHORT-TERM, TEMPORARY)

About the role

This is a temporary, hourly position, with possible assignments located at either WVMCCD campus: Mission College, Santa Clara, CA or West Valley College, Saratoga, CA. Generally, most assignments are Monday-Friday, 8:30am-5:00pm. Hours may vary depending on departmental needs.

Responsibilities

• Plan, coordinate and schedule program-related services, activities, events, and meetings.
• Plan, prepare, edit and proofread a variety of materials such as contracts, course outlines, correspondence, requisitions, student records, timesheets, statistical and annual reports, and program guidelines, policies, and procedures.
• Provide information and assistance to students, district faculty and staff, and community members and/or outside groups regarding program operations, activities, and eligibility.
• Serve as initial point of contact for program participants; provide support and advice to students regarding program processes and regulations, and make referrals to appropriate campus and community resources as necessary; assist with problem solving and selecting appropriate solutions.
• Communicate with instructors, vendors, and suppliers regarding program facilities, supplies and equipment; maintain supply inventory; monitor and report needed equipment repairs.
• Create program marketing materials; participate in recruitment and outreach events.
• Recruit, select, train, evaluate, and direct the work of student workers and/or contract employees; may review proposals and negotiate terms with contract employees.
• Monitor and analyze data and prepare various financial and narrative reports; may monitor program budget.
• Evaluate the completeness of student applications for assigned programs; coordinate program intake processes; assure compliance with program-related regulations; communicate with students regarding missing documents.
• Maintain program facilities in a clean and orderly condition; may coordinate custodial and maintenance functions with district staff; may adjust and perform maintenance or minor repairs to equipment as needed.
• Make recommendations, place orders, and maintain records for the purchase of office equipment and supplies; prepare and process a variety of contracts, purchasing requests, and invoices; receive and store supplies.
• Communicate and coordinate with district and department managers, faculty, and staff to provide information on program services; may assist with development of program policies and procedures.
• Organize and maintain extensive and confidential databases, records, and student files for assigned program.
• Interpret, articulate, and disseminate information on applicable laws and regulations to students and administrators.
• May function as office manager.
• May participate in and/or serve on various program-related district and outside committees, as assigned.
• Build and maintain positive working relationships with co-workers, other district employees, and the public using principles of good customer service.
• Foster an environment that embraces diversity, integrity, trust, and respect.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Perform related duties as assigned.

  Qualifications

  • Any combination of experience and education that would provide the required knowledge and abilities is qualifying.
  • A typical way to obtain the required knowledge and abilities would be: Experience: Two years of responsible experience related to specific program area.
  • Education: Equivalent to an Associate’s degree from an accredited college with major coursework in a field related to area of assignment.
  • Licenses and Certificates: May need to possess an appropriate, valid California driver’s license as required by the position.
  • May need to have the ability to obtain certification as a Designated School Official (DSO) by the United States Department of Homeland Security.